How to enter an electronic supplier stock invoice CSV

To enter stock electronically in swim, just follow the steps below:

1. Go to the Expenses Menu.
2. Click on Add Invoices from supplier file.
3. Select your file type. If you are part of the Nationwide buying group and have an invoice from them, select JGBS. Otherwise, select 'CSV'.
4. Select the default supplier. This is the supplier that will be used if there is no supplier name present in the file.
5. Select the file by clicking 'browse'.
6. Click Process File.

File Format

The CSV file format needs to be as follows:

Supplier, Supplier Code, Description, Cost Price, Retail Price, Qty, Department, Category, Metal Type, Comments, Barcode, Picture, Tax

Note for MAC Users: On a Mac when saving the CSV file select the special format of ‘Windows Comma Separated”

Important: Ensure the column headings are exactly as shown above.

• The Supplier code is the suppliers model or stock number. This field is compulsory.
• The Description is the description of the item. This field is compulsory.
• The Cost Price and Retail Price must be numeric and must contain a value. They cannot be null or zero.
• The Qty is the number of pieces for that item that you are entering.
• Metal, Comments, Barcode and Picture are optional.
• The Barcode is the suppliers barcode. This can be used throughout Swim in the stock number field when searching or selling items by placing a fullstop '.' and then the supplier barcode.
• The Picture is the file name of the picture. It is in the format of 'name.jpg'.
  
  

The JGBS file format is as given by the Nationwide buying group. No change to the file needs to be made.

You can can view an example format of the Stock Import by clicking here. Simply download this and view it in notepad or Excel. Your imports should not include the hash-comments column. 

Ensure your tax settings under Utilities > System > Locale is set to 'Yes' or 'No' as appropriate to the prices of your imported stock.